30 hours for Schools - Workshop 26/04/2017 Agenda Setting the - - PowerPoint PPT Presentation

30 hours for Schools - Workshop

26/04/2017

Agenda

• Setting the Scene
• Statutory Guidance & compliance
• Review, planning, flexibility and making changes
• Working together – Partnerships
• Going Alone - Delivering 8 to 6
• Making it work – processes
• Eligibility processes
• Managing 30 hour applications
• Funding, Fees and Tax Free Childcare
• Invoices
• Terms and conditions
• Round up, Q & A

DfE Updates

Statutory Guidance - Updated to include 30 hours this sets out conditions for the LA and providers to manage accessing and delivering funding. Model Agreement (Code of Conduct) - A national agreement to bring consistency and standardised wording across all LA’s. Information can be added by the LA to clarify local processes. Operational Guidance - Aimed at use by providers to help interpret and manage the Statutory Guidance. Parent Declaration - Will be based on a national model with compulsory information and wording which the parent will be required to complete to access funding.

DfE Updates – Operational Guidance

Charging “Local authorities are responsible for ensuring that all eligible children can take up their free entitlement place completely free of charge and that providers’ charging policies enable this”. Lunch “Children should be able to take up their free hours as part of a continuous provision and providers should avoid artificial breaks in the day wherever possible. For example, the lunch time hour/session should form part of the free provision where the child is attending a morning and afternoon session”.

KEY funded hours chargeable hours / or pick up hours Monday Morning Session 8.45-11.45 Lunch Time

11.45-12.30

Afternoon Session 12.30-3.30 Tuesday Morning Session 8.45-11.45 Lunch Time

11.45-12.30

Afternoon Session 12.30-3.30 Wednesday Morning Session 8.45-11.45 Lunch Time

11.45-12.30

Afternoon Session 12.30-3.30 Thursday Morning Session 8.45-11.45 Lunch Time

11.45-12.30

Afternoon Session 12.30-3.30 Friday Morning Session 8.45-11.45 Lunch Time

11.45-12.30

Afternoon Session 12.30-3.30

Alternative Model

DfE Updates – Operational Guidance

Splitting provision between providers “Local authorities may wish to use the parental declaration form to enable parents to indicate at which provider they are taking the universal 15 hours free entitlement and, where appropriate, pass this information

• nto the provider”.

“If a parent ceases to meet the eligibility criteria for 30 hours, the parent may choose which provider they continue to take up their child’s universal 15 hours entitlement”

You’ve decided your model for this September – will it be a different picture next September?

• Will demand increase? Will potential change in the work force

change demand?

• The scheme will be established, with processes confirmed.
• The eligibility application process will be working and some

parents will be able to evidence at an earlier stage

• Allow for review – where possible embed flexibility into your

model to be able to react changing demand

• Keep communication going with potential parents – what are

they looking for, what can you deliver

• Keep communication going with providers in your area – using

signposting to a shared delivery could prevent you losing places

Significant Changes

Participating in the 30 hours may bring significant changes in your Nursery provision. This will mean a possible impact of the sufficiency of 15 hour places nursery available to parents. We are reviewing and discussing what processes could be put into place to support changes. In the interim there is an expectation of discussion with Achieving for Children around significant changes to PAN or reduction of 15 hour places.

Demand Models Costing Supply Review

Being Informed

Reviewing

Models of Delivery should…

• Be sustainable
• Be compliant
• Meet demand
• Be realistic
• Be achievable
• Have flexibility
• Be competitive within the local market
• Undergo review

Statutory Compliance

• Funding accessed at no more than two sites in a day
• No stated limit on providers in any day
• No funded session longer than 10 hours
• No minimum funded session length
• Funded sessions delivered between 6am and 8pm
• The actual delivery of childcare in funded hours

must be free at the point of access

• Charges can be made for services in addition to the

actual childcare but must not be compulsory or conditional

Full Day Care School Nursery Breakfast and After School Club

Signposting and Partnerships Holiday Club Childminder Pre-School

Partnerships

What is a ‘partnership’?

Working together for best outcomes for child, family and providers Working with other providers to enable parents to access 30 hours funding whilst being able to attend your setting. Coming to mutual, clear, realistic agreements on how the partnership will work – and making sure the agreement is delivered by all partners. Providers communicating between each other and with parents to ensure the partnership is understood

Partnerships

‘The provider should discuss and work closely with parents to agree how a child’s overall care will work in practice when their free entitlement is split across different providers, to ensure a smooth transition for the child’

Partnership Principles

Partner 1 Partner 2

Partnerships: Things to consider…

On-Site Partnership

Partnerships: Things to consider…

Working together in partnership (two sites)

Partnership Tool – Delivery Comparison

Partnership Tool – Discussion Prompts

Prompts Current Situation Possible in Future What can we do with no or minimal changes What could we do with more significant adaptations Potential Challenges Potential Solutions

What do we want to deliver

• urselves

What can’t we deliver

• urselves

How Can Sites Be Used

Delivering alone

• Delivery under school registration
• Extended sessions ( 6 hours day – Term Time) -

The places could be delivered as part of your nursery class, this could help fill vacant places OR The places could be delivered in a separate afternoon provision, without a teacher, but with a Level 3 as a 1:8 ratio. This means you could support 30 hours without impacting on your nursery places.

• Both options could offer a bridging lunch club or an early finish with

an option to take up chargeable additional time for access over 6 hours - this must not be conditional

Delivering alone

Options 2 and 3 - What will the offer be, what adaptations are needed, how can you use your facilities, how will you staff, how will it be sustainable

• Delivery under school registration
• Before, After School and Holiday Clubs -
• 1. You have an existing club, it includes early years – you’re

ready to go

• 2. You have an existing club, doesn’t include early years, but

you will extend the offer to include nursery children

• 3. You don’t have an existing club, but want to introduce an

early years offer to be able to engage in 30 hours

Staffing Ratios

EYFS - Children age 3 and over

Where a person with QTS, EYPS, EYTS or another suitable level 6 qualification is working directly with the children

• There must be at least one member of staff for every 13 children
• At least one other member of staff must hold a full and relevant level

qualification Where a person with QTS, EYPS, EYTS or another suitable level 6 qualification is NOT working directly with the children

• There must be at least one member of staff for every eight children
• At least one member of staff must hold a full and relevant level 3 qualification
• At least half of all other staff must hold a full and relevant level 2 qualification

Breakfast Morning Lunch Afternoon After School Term Time Level 3 1:8 Level 6 1:13 Level 3 1:8 Level 6 1:13 Level 3 1:8 Holiday Level 3 present 1:8

10 minutes

Using the partnership tools - complete some of the boxes and discuss with others Have you considered all of the areas in deciding your model – does this indicate you’re ready to go Does it demonstrate how you could work with partners either as a sole solution or as an alternative for parents?

Online Checking: Parents

• HMRC developing eligibility checking

system for parents to apply

• In Summer term 2017 checking

system goes live

• Parents will need to reconfirm

eligibility every three months via HMRC system

Parents can sign up for email updates to be notified when system goes live: https://childcare- support.tax.service.gov.uk/par/app/applynow

Checking Eligibility

• The LA will provide an instant access to HMRC on line checker

via a remote Provider Portal (currently used by PVI’s)

• Providers must gain parental written permission to check

codes, using the national parental declaration form

• Once eligibility has been checked and confirmed funding can

be claimed for that child

• Funding cannot be paid where an eligibility code has not been

confirmed as valid

• Codes must be reconfirmed by parents every three months

and the new code re checked by provider

• The LA must audit codes 6 times a year

Offering Funding

• A provider must acquire written consent from the parent to be

able to receive confirmation from the local authority of the validity of the parent’s 30 hours eligibility code. The parent declaration is used for this.

• Provider must check the age of the child (passport, birth

certificate etc.) and signature of staff member completing the check will be recorded on parent declaration. Copies of documentation should be retained to enable audits and fraud investigation.

• Provider should make information about their offer and

admissions available to parents at the first point of contact

• Provider should ensure they have identified EYPP children.

Grace period

Providers use LA Provider Portal to confirms validity of eligibility codes

Grace Period

LA carries out audit checks to review validity of codes, at 6 fixed points in the year Provider uses LA Provider Portal to check codes to identify where a parent has fallen out

• f eligibility

Date Parent receives ineligible decision on reconfirmation: LA audit date Grace Period End date

1 January – 10 February 11 February 31 March 11 February – 31 March 1 April 31 August 1 April – 26 May 27 May 31 August 27 May – 31 August 1 September 31 December 1 September – 21 October 22 October 31 December 22 October – 31 December 1 January 31 March

Admissions

• Non Statutory
• Must be transparent, applied fairly and easily accessible

at the parents first point of contact with the provider

• This year and next year - timings of the introduction of

the scheme mean this year is ‘different’

• Start planning next years admission’s - does 30 hours

need two offer dates - one on presumed eligibility and then one on confirmed eligibility

Charging

The government has stated that… “funding is intended to deliver 15 or 30 hours a week of free, high quality, flexible early education and childcare. It is not intended to fund the cost of consumables (such as drinks, meals and nappies) or additional services. Providers are already free to charge parents for such discretionary items provided they are not compulsory. So, for example, paying for additional services must not be a condition of taking up a free publicly funded place”.

DfE, 30 hour free childcare entitlement: delivery model Government consultation response (Nov 2016)

Can Can’t Charge for meals Charge for meals as a condition of

• ffering a place

Offer additional hours and services (at

• wn fee)

Charge “top-up” fees Charge deposits (refundable) Require a parent to pay a registration fee as a condition of offering a free place Offer a set number of funded hours Providers must be completely transparent about any additional charges (e.g. additional hours or services)

Funding and Fees

Charging

Invoices

Invoices should include the following information:

The word “invoice” An invoice number Date of the invoice Business name, address and contact details Name of parent being invoiced and child Period of time that invoice relates to Clearly itemised what you are charging for Number of funded hours (showing £0.00) Number of chargeable hours (with the cost) Additional charges (meals, services) Total amount to be paid

Invoices

Statutory guidance states that providers must ensure invoices are “ clear, transparent and itemised, allowing parents to see that they have received their child’s free entitlement completely free of charge and understand fee paid for additional hours or services” Review your invoices against this statement - does it give your customers the information to know they are being charged correctly?

How to be compliant!

Toy

• y T

Town

• wn S

School

• ol,

10 10 High gh Street, Toy Town AA1 1 AA1 AA1

Child ild - Harr rry D Duck -

Payment due: In three instalments - By 01.01.17 - £160.00 By 01.02.17 - £160.00 By 01.03.17 - £160.00 Payment method: Schools Online Payment Account Please c cont ntact t the he Scho hool Bus usine ness Mana nager if y you u ha have any ny que uestions ns a abo bout ut t thi his i inv nvoice

Det etai ail – Spring g Term 2017 2017 Hou

• urs/Uni

nits Hou

• ur/Uni

nit Rate Total al Universal Funding 60 £0.00 £0.00 Extended Funding - eligibility code 1234567 60 £0.00 £0.00 Agreed services - Lunch 120 £4.00 £480.00 Total al £480. 480.00 00 Daisy Duck 36 Main Road Toy Town Ab1 Ab1 Customer Ref: DUCKAB1 Invoice Date: 15.12.17 Invoice Period: 01.01.17 to 31.03.17 Invoice number: 00023

What Terms & Conditions should do...

• Manage the expectations of your customer and

minimise risk to your business by clearly setting

• ut the details of the services you are offering.
• Set out the agreed terms between parties and

what happens if things go wrong or one party wishes to terminate the contract.

• One size doesn’t fit all - your terms and conditions

must match your business.

Terms & Conditions

Issues to consider

Notice period (change of hours, schedule) Grace period (hold or lose place?) Delivery model Deposits and returning deposits Additional charges (meals, consumables) Fees (for charges above 30 hours) Terminating 30 hours offer as a provider – your notice period Child absence (when not “reasonable”) – what are the charges?

Terms & Conditions - Checklist

Funding

Is the offer of funded hours set out clearly – days, hours start dates and end dates Are all funded hours being offered free at the point of contact Is your offer conditional until eligibility is confirmed, what happens if the family is not eligible What happens if the family falls out of eligibility, are they given notice to match the grace period – is this confirmed in writing Is its clear to parents what their responsibilities are – code checking, completing declarations etc – and within what timescale

Terms & Conditions - Checklist

Charging

Is it clear that funding is not conditional upon the charges being made Is it clear what the charges relate to Is it clear what the charges will be and how and when they must be paid Is it clear what charges the parent has agreed to Is it clear what happens, and to what timescale if payments are not made

Terms & Conditions - Checklist

Other

Are your terms and conditions in line with statutory compliance Are any policies or procedures referred to in the T&C’s up to date and accessible Is the model of delivery clear, understandable and applied fairly Is there a clear complaints / grievance process

‘Spot the problem’

Table discussion - How robust are the samples given Identify any problems – statements not clear /misleading / non compliance etc. How might you reword, what would you add, lose from the document.

10 minutes

30 Hours Information

The AfC website has a 30 hours provider resource page, which includes:

• PowerPoint slides from previous workshops & briefings
• Business planning tools
• Case studies
• Provider FAQs
• Deliver model exemplars

www.achievingforchildren.org.uk/30-hours

30 Hours Tools

DfE business sustainability toolkit http://www.foundationyears.org.uk/business-sustainability/ DfE partnership toolkit https://www.familyandchildcaretrust.org/dfes-30-hour-mixed- model-partnership-toolkit Childcare Works LED event presentations http://www.foundationyears.org.uk/2016/12/childcare-works-led- presentations/